PWS - Yokota Custodial Services Rev. 9-May-24.pdf

PERFORMANCE WORK STATEMENT

FOR

HOSPITAL CUSTODIAL SERVICES

FOR

374TH MEDICAL GROUP

YOKOTA AIR BASE, JAPAN

374 MDG

Updated 9 May 2024

PERFORMANCE WORK STATEMENT

FOR

HOSPITAL CUSTODIAL SERVICES

1. DESCRIPTION OF SERVICES. The Contractor shall provide custodial services to support 374th Medical Group (374 MDG) at Yokota Air Base, Japan., also referred to as the “Medical Treatment Facility” (MTF) herein. The Contractor shall furnish all equipment, materials, supervision, any other items and services necessary to perform custodial services as defined in this PWS.

1.1. BACKGROUND. The purpose of this effort is to acquire non-personal medical housekeeping services for 374th Medical Group.

1.2. SCOPE. This contract covers non-personal services for all management, labor, supervision, transportation, equipment and materials, etc., to provide complete medical housekeeping services for medical facilities on Yokota Air Base. This contract provides services for the beautification of all rooms and areas identified for coverage at a particular installation to maintain a level of MDG STANDARD asepsis commensurate with the use of the facility, rooms, and areas.

1.3. NON-PERSONAL SERVICES. This is a non-personal services contract. The Contractor shall not perform any inherently governmental actions under this contract. The services rendered by the Contractor are rendered in the capacity of an independent contractor. The Government retains no direct control over the services provided by the Contractor. No contractor personnel shall hold himself/herself out to be a Government employee, agent or representative.

1.3.1. MISSION ESSENTIAL STATUS. Contractor personnel are not designated as mission essential personnel.

1.4. MTF REQUIREMENTS. Contractor personnel shall complete all MTF-specified orientation program(s), initial and annual training requirements, and comply with all MTF policies, procedures, productivity standards and instructions as provided by the MTF. The Government will provide initial MTF orientation and annual refresher training for contractor personnel. This requirement will be conducted during normal duty hours.

1.5. KEY PERSONNEL & QUALIFICATIONS.

1.5.1. KEY PERSONNEL. The following personnel are considered key onsite personnel by the Government:

Executive Housekeeper Associate Executive Housekeeper

Changes to key personnel shall be submitted in writing to the COR as soon as identified by the Contractor but not later than three (3) weeks prior to performance. Notification shall also include qualifications of incoming key personnel.

1.5.2. QUALIFICAITON. The Contractor shall provide personnel who are able to communicate clearly in English, both written and orally.

2. HOUSEKEEPING REQUIREMENTS/CLEANING AND BLDG NUMBERS.

Bldg # Requirements Days of a week Frequency Hours 1585 SWEEP/VACUUM FLOOR Monday thru Friday Every day 0730-1630 (1st and 2nd Floor) VACUUM CARPET Monday thru Friday Every day 0730-1630

TRASH

COLLECTION/REMOVAL Monday thru Friday Every day 0730-1630

CLEAN DRINKING

FOUNTAIN Monday thru Friday Every day 0730-1630

CLEAN/MOP

RESTROOM/TOILET Monday thru Friday Every day 0730-1630

MOP FLOOR Monday thru Friday Once a week (Minimum) 0730-1630

BUFF & WAX FLOOR Monday thru Friday Once a year (As required) 0730-1630

CLEAN WALK-OFF MAT

(IN/OUT) Monday thru Friday Once a week

(Minimum) 0730-1630

CLEAN

WALL/PARTITION Monday thru Friday Once a week

(As required) 0730-1630

WINDOW Monday thru Friday Once a week (As required) 0730-1630

PATIENT WAITING AREA Monday thru Friday Every day 0730-1630 RE-SUPPLY REST ROOM Monday thru Friday As required 0730-1630 1586 SWEEP/VACUUM FLOOR Monday thru Friday Every day 0730-1630 (Warehouse/office area)

TRASH

COLLECTION/REMOVAL Monday thru Friday Every day 0730-1630

CLEAN/MOP

RESTROOM/TOILET Monday thru Friday Every day 0730-1630

CLEAN WALK-OFF MAT

(IN/OUT) Monday thru Friday Once a week

(Minimum) 0730-1630 MOP FLOOR Monday thru Friday Once a week

(Minimum) 0730-1630

WINDOW Monday thru Friday As required 0730-1630 RE-SUPPLY REST ROOM Monday thru Friday As required 0730-1630 4145 SWEEP/VACUUM FLOOR Monday thru Friday Every day 0730-1630 (Warehouse/office area) VACUUM CARPET Monday thru Friday Once a week

(Minimum) 0730-1630

TRASH

COLLECTION/REMOVAL Monday thru Friday Every day 0730-1630

CLEAN DRINKING

FOUNTAIN Monday thru Friday Every day 0730-1630

CLEAN/MOP

RESTROOM/TOILET Monday thru Friday Every day 0730-1630 MOP FLOOR Monday thru Friday Once a week

(Minimum) 0730-1630 BUFF & WAX FLOOR Monday thru Friday Once a year

(As required) 0730-1630

CLEAN WALK-OFF MAT

(IN/OUT) Monday thru Friday Once a week

(As required) 0730-1630

CLEAN

WALL/PARATITION Monday thru Friday Once a week

(As required) 0730-1630

WINDOW Monday thru Friday Once a week (Minimum)

0730-1630

RE-SUPPLY REST ROOM Monday thru Friday As required 0730-1630 4145 SWEEP/VACUUM FLOOR Monday thru Friday Every day 0730-1630 (Vet Clinic) VACUUM CARPET Monday thru Friday Once a week

(Minimum) 0730-1630

TRACH

COLLECTION/REMOVAL Monday thru Friday Every day 0730-1630

CLEAN/MOP

RESTROOM/TOILET Monday thru Friday Every day 0730-1630 MOP FLOOR Monday thru Friday Once a week

(Minimum) 0730-1630 BUFF & WAX FLOOR Monday thru Friday Once a year

(As required) 0730-1630

CLEAN WALK-OFF MATS

(IN/OUT) Monday thru Friday Once a week (As required) 0730-1630

CLEAN

WALL/PARTITION Monday thru Friday Once a week

(As required) 0730-1630 WINDOW Monday thru Friday Once a week

(As required) 0730-1630 PATIENT WAITING AREA Monday thru Friday Every day 0730-1630 RE-SUPPLY REST ROOM Monday thru Friday As required 0730-1630

2.1. MISCELLANEOUS CLEANING.

2.1.1. The Contractor shall perform steadfast policing of all common area spaces.

2.1.1.2. The Contractor shall provide continuous necessary cleaning services to exterior entrances and platforms (areas outside the buildings). Entrances and entrance platforms shall be cleaned once daily as a minimum (per contractor schedule) and prior to the start of heavy traffic hours. These items shall be included as part of this service: Clean foot scrapers, exterior entrance mats, and individual trash. Wash down the area and remove any standing water from the entrance and adjacent sidewalks. Police and clean up within 15 feet of each direction from the bulk refuse containers and entrance walkways. Clean entrance windows, storm windows and doors, as required, maintaining a clean appearance. Patios shall be cleaned except during inclement weather.

2.1.1.3. Contractor shall clean all interior surfaces of passenger and service elevators.

2.1.1.4. Service Calls. Contractor shall establish a means to receive telephonic and/ or electronic requests for services. The Contractor shall provide emergency and service call response when requested by the COR. The Contractor shall create and maintain a service/problem call-log which records the date and time the call was received, the time Contractor responded to the call, location of the service/problem, description of the service/problem, and the name of the individual who called the Contractor about the service/problem. The log will be made available to the COR upon request.

2.1.1.5. Total Clean. Any item or surface that can be touched from the room interior shall be part of the total clean requirement. (Artificial plants, walls, floors, etc).

2.1.1.6. Emergency/Contingency Services. Contractor shall provide cleaning services for emergencies and contingencies that may occur within a facility.

2.1.1.7. Recyclable Materials Collection. Contractor personnel shall collect recyclable materials from the designated recycle receptacle locations and transport to the designated recycle waste collection point. MTF staff will break down boxes as an indication that they are ready for recycle.

2.2. PERSONNEL ROSTER. Contractor shall have a written personnel roster that shall be maintained current and that includes at a minimum the name of the employee, hire date and job assignment. The Contractor shall submit the original personnel roster to the COR, 10 days prior to performance start and three (3) days prior to any personnel changes thereafter.

Employees not listed shall not be allowed to work in the MTF.

2.3. TRAINING

2.3.1. Government Provided Training. The Contractor’s on-site housekeeping employees shall attend the MTF's required orientation within 30 days of being hired.

2.3.1.1. Health Insurance Portability & Accountability Training (HIPAA)/Patient Privacy. All contract employees working in an AF MTF must be trained in HIPAA/Patient Privacy.

Training will be provided by the government during normal duty hours.

2.3.1.2. Contractor Provided Training. Contractor shall provide initial training of all employees prior to start of work. The following topics shall be included:

2.3.1.2.1. Orientation/overview on fire prevention, ground safety, smoking, security, employee health, standard or universal precautions, exposure control plan, handling of Infectious Medical Waste, utilities plan, and PPE.

2.4. EMPLOYEE STANDARDS

2.4.1. Uniforms. Contractor shall provide all of its housekeeping employees, other than the Executive Housekeeper, uniforms of distinctive color and design distinguishable from all other MTF uniforms. The uniform must display the company name. The Contractor shall have a uniform dress code that requires contract personnel to maintain a clean, neat, and professional appearance appropriate for a health care setting. The Contractor staff shall wear enclosed rubber sole work shoes to prevent slips and falls while on duty. Sandals, slippers, or open shoes are prohibited. Excessive or inappropriate jewelry or body piercing is not permitted.

Jewelry or body piercing shall be kept to a minimum. Use of cologne, perfume, perfume products (hand/body lotion, etc.) or aftershave is discouraged and if worn should he minimal and not noticeable by others. Smoke odors are prohibited. PPE or other religious headgear is authorized inside the MTF.

2.4.2. Hygiene. All contractor personnel shall wear Contractor provided approved uniforms at all times. Contractor personnel shall wear a clean uniform each day, be neatly groomed, and free of body odor and conform to acceptable standards of personal hygiene for an MTF. Hair is to be clean, neat, and well groomed. Shoulder length hair or longer must he pulled back behind the ears and off the neck. Fingernails (not longer than 1/4") shall be clean and free of dirt. Artificial nails and natural nails longer than 1/4” inch shall not be permitted per Infection Prevention and Control Standards. The Contractor’s staff shall follow CDC Hand Hygiene Standards.

2.4.3. Health Requirements. Contractor shall be responsible for ensuring its employees meet all health requirements (e.g., vaccinations, physical exams required), required by the MTF, under this contract at no additional cost to the Government. Medical clearances or certificates issued by a source approved by the Local/Regional/State health department shall be maintained by the Contractor for each of its contractor personnel and available for government inspection by the COR at all times. Special immunizations and biological testing may be administered by the MTF at government expense in the event of unusual risk situations. The Contractor shall be responsible for the medical clearance required by OSHA for the High-Efficiency Particulate Air (HEPA) mask fitting.

2.4.3.1. The following immunizations, to include pre-employment screenings, shall be considered the minimum requirements essential for performance under this contract.

2.4.3.2. At least fourteen (14) business days prior to start of work, the Contractor is required to submit to Public Health in 374 MDG, a complete employee immunizations record of contractor personnel working within MTFs for the following diseases: hepatitis B, influenza, measles, mumps, rubella, varicella, TDap, and proof of a negative TB skin test completed within the past twelve (12) months (if positive, proof of negative chest X-ray within the past twelve (12) months), hepatitis A and poliovirus.

2.5. GENERAL INFORMATION.

2.5.1. Shall be easily recognizable as contractor personnel. This may be accomplished by wearing distinctive clothing bearing the name of the company or by wearing appropriate badges which contain the Contractor’s company name and the personnel’s name.

2.5.2. Removal of Contractor’s Personnel. Contractor shall utilize responsible, and capable personnel in the performance of this contract. The contracting officer may require that the Contractor remove any of his/her personnel who endanger persons, or property, or whose continued employment under this contract is inconsistent with the interests of the U.S.

Government.

2.5.3. Other Country Nationals (OCN). The security forces on each base control entry to the base. Under certain circumstances, OCNs might be denied entry. It is the Contractor’s responsibility to coordinate with security forces at each base when there is a question about entry circumstances.

2.6. SECURITY REQUIREMETNS.

2.6.1. Tier 1 Background Investigations, Fitness and Suitability adjudications. Contractor shall ensure employee comply with DoDI 5200.46 before submitting employee resumes to the Government.

2.6.2. The Contractor Manager or alternate shall complete 374 AW (YOKOTA AB) Access Request (374 SFS PR FORM 1A) for each employee of the Contractor requiring access to Yokota Air Base. The request shall be submitted to Pass and Registration Office. The Government shall provide a completed Identification Credential, which shall be issued by 374 SFS.

2.7. FEDERAL HOLIDAYS.

2.7.1. 374 MDG observes the following holidays. Holidays falling on a Saturday will be observed on the preceding Friday, Holidays falling on a Sunday will be observed on the following Monday. Unscheduled closures may be declared by the 374 MDG Commander.

Federal Holidays Day Observed New Year’s Day January 1 Martin Luther King Jr. Birthday Third Monday in January President’s Day Third Monday in February Spring Day Fourth Friday in March Family Day Fourth Friday in April Memorial Day Last Monday in May Juneteenth Day Third Monday in June Independence Day July 4 Labor Day First Monday in September Columbus Day Second Monday in October Veterans Day November 11 Thanksgiving Day Fourth Thursday in November Christmas day December 25

*Holidays falling on a Saturday will be observed on the preceding Friday, and holidays falling on a Sunday will be observed on the following Monday. Any holidays that are declared by Presidential Executive Order shall be observed in the same manner as the holidays listed above.

2.7.2. Hours of Operation. Normal hours of operation of the MTF are 0730-1630 hours, Monday thru Friday, except the U.S. Federal holidays.

2.7.2.1. Workdays can consist of eight (8) hours a day, based on mission requirements. Services are generally required five (5) days each week (Monday thru Friday), excluding U.S. Federal holidays. Required services may be scheduled between the hours of 0730-1630 hrs., Monday thru Friday. A lunch period is not a payable period. Commuting time to and from required place of performance is not compensable by the Government. In no case will overtime be authorized or paid.

2.7.2.2. If the contractor personnel are ill or sick, the Contractor or designee must notify the FRED/COR of anticipated length of absence.

2.7.2.3. Contractor personnel should follow command announcements for reporting to work as it relates to inclement weather or base closures. In the event of real-world disasters, all personnel are required to respond to the MTF within thirty 30 minutes and will work until released by the FRED/COR.

2.7.3. Key Control. All references to keys include key cards/key fobs. The Government will issue keys to Contractor key personnel by name. The Contractor shall maintain a key issuance log. The keys shall not be duplicated or used by unauthorized personnel. The Contractor shall follow all guidance concerning key control. The Contractor shall immediately report any occurrences of lost or duplicated keys to the COR. In the event that keys, other than master keys, are lost or duplicated the Contractor shall, upon direction of the CO/COR, re-key or replace the affected lock or locks. In the event a master key is lost or duplicated, all locks and keys for that system shall be replaced by the Contractor, at no additional cost to the Government. The Contractor shall turn-in all keys upon termination of employment/contract.

2.7.3.1. The loss of any pass and identification items shall be reported as soon thereafter as possible to the issuing activity and the Contracting Officer Representative (COR).

2.7.3.2. Retrieving Identification Media. The Contractor shall retrieve all identification media from employees who depart for any reason before the contract expires (e. g., terminated for cause, retirement) and return such media to Pass and Identification section for proper disposition.

3. SERVICE SUMMARY.

Performance Objective PWS Para

Performance Threshold

Inspection Method

SS #1: The Contractor shall provide continuous necessary cleaning services to exterior entrances and platforms (areas outside the buildings).

Entrances and entrance platforms shall be cleaned once daily as a minimum (per contractor schedule) and prior to the start of heavy traffic hours. These items shall be included as part of this service: Clean foot scrapers, exterior entrance mats, and individual trash. Wash down the area and remove any standing water from the entrance and adjacent sidewalks. Police and clean up within 15 feet of each direction from the bulk refuse containers and entrance walkways. Clean entrance windows, storm windows and doors, as required, maintaining a clean appearance. Patios shall be cleaned except during inclement weather.

2.1.1.2. No more than

two customer complaints per month

Periodic Inspection (Monthly)

SS #2: Total Clean. Any item or surface that can be touched from the room interior shall be part of the total clean requirement. (Artificial plants, walls, floors, etc).

2.1.1.3.

2.1.1.5.

No more than two customer complaints per month

Periodic Inspection (Monthly)

SS #3: Key Control. All references to keys include key cards/key fobs. The Government will issue keys to Contractor key personnel by name. The Contractor shall maintain a key issuance log. The keys shall not be duplicated or used by unauthorized personnel. The Contractor shall follow all guidance concerning key control.

The Contractor shall immediately report any occurrences of lost or duplicated keys to the COR. In the event that keys, other than master keys, are lost or duplicated the Contractor shall, upon direction of the CO/COR, re-key or replace the affected lock or locks. In the event a master key is lost or duplicated, all locks and keys for that system shall be replaced by the Contractor, at no additional cost to the Government. The Contractor shall turn-in all keys upon termination of employment/contract.

2.7.3. 100% Compliance

Periodic Inspection (Monthly)

4. GOVERNMENT FURNISHED SUPPORT.

4.1. The Government will provide the space identified in the MTF for the Contractor/contractor personnel to use as an office, supply and equipment storage, and housekeeping closets.

4.1.1. Contractor shall store equipment, material and supplies in designated areas when not in use.

These areas shall be cleaned to the standards applying to highest service type in that area.

4.1.1.1. Contractor shall not transport supplies and equipment in trash carts, mop buckets, etc. All materials not immediately used shall be properly stored and secured.

4.2. The Government shall provide safety equipment and signs to meet all safety regulations such as Wet Floors, Danger, Caution, sawhorse barriers or equal as required by OSHA regulation.

4.3. The Government will furnish utilities currently in existence to include electricity, water and natural gas. Heating and cooling services are furnished to all facilities where work is to be performed. Contractor personnel shall take all reasonable steps to conserve utility consumptions.

4.3.1. Handling of Government Equipment. Contractor personnel shall not unplug government equipment. The contractor personnel shall not move, clean, or otherwise handle any unique medical equipment as outlined in the MTF. The COR shall perform a walkthrough to identify the pieces of equipment that shall not be touched or cleaned.

5. CONTRACTOR FURNISHED PROPERTY AND SERVICES.

5.1. Contractor shall furnish and maintain all equipment, cleaning supplies, and consumable supplies necessary to perform all services in the PWS.

Government will provide the following items:

- Toilet Paper

- Paper Towel

- Hand Soap

- Soap Dispenser

- Hand Sanitizer

5.2. Contractor will provide Personnel Protection Equipment (PPE) for standard and transmission-based precautions to include disposable, gloves, mask, shoe/hair covers, eye protection, and HEPA masks as applicable to the task/work being performed as required by OSHA regulations. The Government will provide the fitting for the HEPA masks.

5.3. Contractor Provided Supplies and Materials Standards. Contractor shall submit a written list of contractors furnished supplies and equipment, to include chemical products and current & applicable Safety Data Sheets (SDS), to the CO/COR as a deliverable during the 45 day transition period, but not later than 10 days prior to performance start. The Contractor shall not use any supplies, cleaning products, or material prior to receiving approval from the COR and Infection Prevention and Control Committee (IPaC) consistent with CDC. The Contractor shall coordinate requests for changes to approved chemical cleaning products to the COR not later than 30 days prior to implementation. The written request shall include product literature, SDS, and may require samples for evaluation prior to approval. The approved cleaning product list will be maintained by the Contractor and provided to the COR upon request.

5.3.1. Contractor shall use only Environmental Protection Agency (EPA)-registered and approved hospital grade disinfectants. Alcohol hand sanitizer, foam or waterless gel, with a minimum of 70% (ethanol (ethyl alcohol) or isopropanol (isopropyl alcohol) containing skin emollients and fragrance-free with no color additives or dyes in its formulation shall be used.

Store quantities greater than 5 gallons in a single fire compartment which shall meet the requirements of National Fire Protection Association NFPA 30, Flammable and Combustible Liquids Code.

***EPA-registered*** Federal Law that the chemicals used in government facilities be registered and cleared by the agency. The chemical will be clearly marked on the containers that they are registered.

5.3.2. Contractor shall not use steel wool, abrasive metal cleaners, or any other cleaning materials or supplies which could cause damage to government property.

5.3.3. Contractor shall not use fragrant cleaning products or fragrance-emitting devices, to include urinal blocks.

5.3.4. Contractor shall follow manufacture’s recommendations and instructions for use.

5.3.5. Contractor shall ensure that each chemical container is conspicuously marked with an English label IAW OSHA CFR Standards. The Contractor shall maintain SDS for all chemical products used. The Contractor shall keep current copies of all SDS in the housekeeping office, all housekeeping closets, and on each housekeeping cart.

5.4. Safety and Inspections. Contractor’s equipment shall be in good repair and shall comply with all federal safety standards for nonclinical electrical equipment IAW NFPA 70E.

Equipment is to be visually inspected for flaws such as loose wires and switches, cracks in wiring, exposed wiring, loose prongs, missing ground prongs, etc. Any equipment that the COR considers in disrepair or unsafe shall be removed from the MTF and replaced with equivalent equipment that is in good repair and meets the specifications contained herein. The Contractor shall inspect all electrical equipment at least annually and after maintenance work is performed.

The Contractor shall maintain documentation of these inspections. An inspection sticker or other means of visible external identification that the inspection has been performed shall be affixed to each piece of electrical equipment used in the MTF. Inspection documentation and equipment are subject to government inspection at any time.